eRecords Sustainability

Did you know? An estimated 10 per cent of the Canadian Government’s electronic records are already no longer readable In May 2006, Morgan Stanley agreed to pay $15 million to settle civil charges that it failed to produce tens of thousands of emails dating back to 2000 Around 20 million Japanese people cannot be legally linked with their pension contributions. Confidence in government bureaucracy has been shaken to its core, and experts predict this could lead to an era of exceptional instability for Japanese society Data generated by unrepeatable NASA space probes at a mission cost of $1 billion was only able to be restored by tracking down old printouts and re-typing everything.

What is digital sustainability? Protects electronic records from technological obsolescence Makes sure they are migrated to new formats as appropriate Covers the sort of information which you may not need on a daily basis, but which you can’t afford to lose

The current state of play in SG EDRMS operational to 5,400 users since mid-2006 Over 6 million documents stored Electronic now the principal record of use Records need to be retained on average 15 years, some much longer

The drivers for sustainability Support accountability Support the working of government Protecting investment Legal drivers – FOI, Data Protection, Environmental Our records are Public Records eRDM Performance

How has SG addressed it? The eRecords Sustainability Project

Aim of the Project To source, define and implement policies, procedures and mechanisms to ensure the long-term sustainability of Scottish Government’s electronic record

Specific objectives Define the policy and procedures for the transfer of electronic records to NAS Define policies, procedures and mechanisms to ensure the sustainability of SG’s electronic records prior to disposal or transfer to NAS Develop a business case and design for secondary storage of electronic records in order to maintain the usability of the eRDM system Develop plans for the transfer of records between different eRDM systems e.g. in response to changes in the machinery of government

Scope The project objectives applied to all electronic records either created in, or saved into, SG’s eRDM system. Databases and systems in use by SG outside eRDM not within the scope of this project.

Approach 1. Agree eRecords selection and transfer policy with NAS 2. Agree business requirements to support selection and transfer 3. Produce electronic secondary storage requirements 4. Produce eRecords integration plan 5. Conduct electronic sustainability review and report 6. Produce electronic secondary storage options paper

The Deliverables NAS Selection Policy for SG eRecords NAS Selection Policy application plan NAS records transfer process description NAS records transfer business requirements specification Electronic secondary storage requirements specification eRecords integration plan Electronic sustainability report

The benefits Virtually eliminate the need for human review of electronic records prior to disposal or transfer to NAS Ensure continuing usability of existing and future electronic records for as long as they are needed Provide a framework for the migration of electronic records between disparate records systems Relieve pressure on eRDM storage

The timescale Project completed 30 June 2008 (not including the technical design and implementation of systems to support records transfer and secondary storage)

Questions?

ken.glasgow@scotland.gsi.gov.uk